Assistant Enrollment Coordinator

Job Description: The Assistant Enrollment Coordinator is a member of the administrative team that works together to support the mission and values of the Parent-Infant Center. Responsibilities include overseeing CACFP requirements, entering all new child enrollment information into Brightwheel, updating and tracking all child files to meet oversight requirements, producing Brightwheel Reports, assisting with parent meetings and tours, and assisting with any administrative tasks as needed.

PIC MISSION: PIC works to provide and increase access to high-quality early childhood education and school-age programs that:

give children opportunities to learn through play.

are led by valued, professional educators.

and actively engage and support parents and families

Essential Functions:

1. Center Responsibilities:

Center-Wide Enrollment:

• Enter application information in enrollment management database (currently ProCare)
• Maintain current children’s files that meet all certification requirements
• Assure classrooms have copies of all necessary enrollment paperwork
• Assist with parent tours and other enrollment functions as needed

PreK Counts Enrollment:

• Manage enrollment aspects of the PreK Counts program, including, but not limited to:
• Communicate with all families about applications and all other required application and enrollment materials
• Meet School DIstrict enrollment and reporting requirements (PELICAN and COPA)
• Enter applications in School District database (COPA)

Lunch Program:

• Complete training requirements as required for CACFP management.
• Oversee all CACFP requirements including monthly invoicing and meeting audit criteria
• Manage annual CACFP audit
• Oversee implementation and communication with food vendor

Communication with Program Team to assure successful implementation

Reports:

• Produce accurate reports from ProCare as requested.
• Administrative Tasks: Support center operations by performing the following tasks that include , but not limited to:
• Assisting in classrooms to cover ratios as needed
• Photocopying and collating as requested
• Assisting in production of mailings
• Answering telephones and doors
• Monitoring security cameras
• General errands

2. Team-Centered Responsibilities:

• Team Meetings: Actively participate in regularly scheduled administrative team meetings. Consult frequently with the Administrative team and take proactive measures to address concerns as they arise.
• Communication: Stay abreast of what’s happening in the center and keep families informed with updated bulletin boards, important notices, etc. Be aware of policy, guidelines or other changes by reviewing items on bulletin boards and/or distributed in mailboxes or via email.
• Center-wide Events: Assist the administrative team in organizing, promoting and attending family social, recreational or educational activities.
• Fundraising: Assist with center-wide fundraising activities as requested.

4. Individual Responsibilities:

• Comfort level with sitting for long periods of time committed to data entry
• Arrive on time for work or contact the Center when delayed
• Be reliable in attendance and give ample notice for absences
• Come to work with a positive attitude
• Approach criticism with a learning attitude
• Communicate directly and avoid gossip
• Be flexible in scheduling to meet the needs of the overall program
• Demonstrate honesty, integrity and commitment to confidentiality
• Show initiative in problem solving and be open to new ideas
• Approach challenges with imagination and a sense of humor
• Create a welcoming, positive environment center-wide by:
• Being actively engaged with children
• Speaking to children at eye level
• Being friendly, warm and affectionate
• Using appropriate voice and tone

5. Additional Skills

• Able to work independently with close attention to detail
• Excellent communication skills, verbal and written
• Able to manage multiple tasks and frequent interruptions
• Demonstrated skill with word processing, spreadsheet and database programs (ex. EZ CARE).
• Knowledge of DHS compliance requirements is a plus.
• Knowledge of PreK Counts subsidy program a plus.
• Knowledge of COPA and/ or PELICAN systems a plus.
• Knowledge of CACFP compliance requirements is a plus.

Qualifications:

• Bachelor’s degree preferred.
• Demonstration of strong organizational skills.
• Demonstration of leadership commitment within PIC.
• Experience in office administration.
• Must be able to attend occasional evening and weekend events.
• All PA clearances required.

Physical Requirements and Work Environment:

• Able to work flexible hours, occasional evenings or weekends
• Able to lift up to 50 pounds

Salary Range: $44-$47,000 (based upon 40 hour week), plus full PIC benefits package.

Job Type: Full-time

Pay: $44,000.00 - $47,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $44,000 - $47,000